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Team Management Overview

Effective team management is key to successful collaboration in ZeroTwo. Invite colleagues, assign appropriate roles, and manage access to projects and resources.
Team member limits depend on your plan. Free: 3 members, Pro: 10 members, Team: 50 members, Enterprise: Unlimited.

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Inviting Team Members

Add new collaborators to your project or organization.

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Project-Level Invitations

Invite members to a specific project:
1

Open project

Navigate to the project where you want to add members
2

Access member settings

Click Members in the project sidebar or go to Project Settings > TeamKeyboard shortcut: Cmd/Ctrl + Shift + I
3

Click Invite Members

Click the + Invite button
4

Enter email addresses

Add one or more email addresses:Single invitation:
[email protected]
Multiple invitations (comma or line-separated):
[email protected], [email protected], [email protected]
or
[email protected]
[email protected]
[email protected]
5

Select role

Choose the appropriate role for each invitee:
  • Admin: Project management capabilities
  • Editor: Create and edit content (default)
  • Viewer: Read-only access
See Roles & Permissions for detailed role descriptions.
6

Add personal message (optional)

Include a welcome message:
Hi team! I've added you to our Q1 Marketing project. This is where 
we'll collaborate on campaign planning and content creation. Looking 
forward to working together!
7

Send invitations

Click Send Invites
Invitations are sent via email. Recipients can accept and join immediately.

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Organization-Level Invitations

Add members to your entire organization (Team/Enterprise plans):
1

Open Organization Settings

Profile menu > Organization Settings
2

Navigate to Users

Click Users in the settings sidebar
3

Invite users

Click Invite Users button
4

Configure invitation

  • Email addresses: Enter email(s)
  • Organization role: Member or Admin
  • Default projects: Auto-add to specific projects
  • Department: Assign to department (optional)
5

Send

Users receive organization invitation and can access assigned projects

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Bulk Invitations

Invite many users at once (Team/Enterprise plans).

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CSV Import

1

Prepare CSV file

Create a CSV with the following columns:
email,name,role,department,projects
[email protected],John Doe,editor,Engineering,"Mobile App,API"
[email protected],Jane Smith,admin,Product,"Mobile App"
[email protected],Bob Jones,viewer,Marketing,"Mobile App"
Required columns:
  • email: User email address
Optional columns:
  • name: Full name
  • role: admin, editor, or viewer
  • department: Department name
  • projects: Comma-separated project names
2

Upload CSV

Organization Settings > Users > Bulk Invite > Upload CSV
3

Review and confirm

Preview the invitations:
  • Shows how many users will be added
  • Highlights any errors or duplicates
  • Displays role assignments
4

Send invitations

Click Send All Invitations
Users are invited in batches to avoid overwhelming email systems.

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Domain-Based Auto-Invite (Enterprise)

Automatically add users from your email domain:
1

Enable auto-invite

Organization Settings > Users > Auto-Invite
2

Configure domain

Enter your company domain:
company.com
3

Set default role

Choose role for auto-invited users (usually “Member”)
4

Optional: Approval workflow

  • Auto-approve: Users join automatically
  • Require approval: Admin must approve first
5

Activate

Anyone with an @company.com email can now sign up automatically

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Managing Invitations

Track and manage pending invitations.

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Viewing Pending Invitations

Location: Project Settings > Team > Pending Invites tab Information shown:
  • Email address
  • Invited by
  • Date sent
  • Role assigned
  • Expiration date (30 days default)
Actions available:
  • 📧 Resend invitation
  • ✏️ Change role before accepted
  • 🗑️ Cancel invitation

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Resending Invitations

If someone didn’t receive the email:
1

Find invitation

Go to Pending Invites list
2

Click Resend

Click Resend button next to the invitation
3

Confirm

New email sent to the recipient
Check spam/junk folders if users aren’t receiving invitations.

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Canceling Invitations

Remove an invitation before it’s accepted:
1

Locate invitation

Find the invitation in Pending Invites
2

Click Cancel

Click Cancel or × button
3

Confirm cancellation

Invitation is revoked - the link will no longer work

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Managing Active Members

Work with users who have already joined.

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Viewing Team Members

View project team:Project Settings > Team > Members tabInformation displayed:
  • Name and avatar
  • Email address
  • Role in project
  • Join date
  • Last active
  • Current online status
Quick actions:
  • Change role
  • Send message
  • View activity
  • Remove from project

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Changing Member Roles

Update a member’s permissions:
1

Find member

Navigate to Members list in project or organization settings
2

Click role dropdown

Click the current role badge next to their name
3

Select new role

Choose from available roles:
  • Owner (transfer ownership)
  • Admin
  • Editor
  • Viewer
  • Custom roles (Enterprise)
4

Confirm change

Role updates immediately
The member receives a notification about the role change.

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Removing Members

Remove someone from a project or organization:
1

Access project team

Project Settings > Team > Members
2

Find member

Locate the user to remove
3

Click remove

Click ⋮ menu > Remove from Project
4

Transfer content (optional)

Optionally reassign their conversations and files to another member
5

Confirm removal

User loses access to this project but remains in organization
Removing from a project doesn’t delete their account or affect other projects.

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Member Activity

Monitor team member engagement and contributions.

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Activity Dashboard

View member activity:
  • Recent conversations
  • Files uploaded
  • Comments added
  • Projects accessed
  • Tools used
  • Last online time
Access: Click member name > View Activity

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Usage Analytics (Team/Enterprise)

Track team metrics:

Conversation Stats

  • Total conversations
  • Messages sent
  • AI model usage
  • Most active times

Content Created

  • Files uploaded
  • Documents created
  • Code generated
  • Images created

Collaboration

  • Shares created
  • Comments added
  • Projects contributed to
  • Team interactions

Tool Usage

  • Tools enabled
  • Most used tools
  • Integration activity
  • API calls made
View analytics: Organization Settings > Analytics > Team Activity

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Guest Access

Invite external collaborators with limited access (Team/Enterprise).

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Inviting Guests

1

Enable guest access

Project Settings > Team > Enable Guest Access
2

Click Invite Guest

Click + Invite Guest button
3

Enter guest details

  • Email: Guest email address
  • Name: Guest’s full name
  • Company: Their organization (optional)
4

Configure access

Access Level:
  • View only
  • View & comment
Content Access:
  • Select specific conversations
  • Select specific files
  • Select folders
Expiration:
  • 7 days
  • 30 days
  • 90 days
  • Custom date
  • No expiration (not recommended)
5

Add message

Welcome message for the guest:
Hi! I'm sharing our product mockups for your review. 
Please let me know your thoughts by Friday.
6

Send invitation

Guest receives email with access link
Guests can access content without creating a full account.

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Managing Guests

Guest management panel: Project Settings > Team > Guests tab Actions available:
  • Extend expiration
  • Add/remove content access
  • Upgrade to full member
  • Revoke access
  • View guest activity
Convert frequent guests to full team members for better collaboration.

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Teams & Departments (Enterprise)

Organize large groups of users.

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Creating Departments

1

Navigate to departments

Organization Settings > Departments
2

Create department

Click + New DepartmentDetails:
  • Name: Engineering, Product, Marketing, etc.
  • Description: Department purpose
  • Lead: Department manager
  • Budget: Cost allocation (optional)
3

Add members

  • Assign existing users
  • Set department roles
  • Define default permissions
4

Configure settings

  • Default projects
  • Available tools
  • Spending limits
  • Custom policies

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Department Benefits

Why use departments:
  • Bulk user operations
  • Group permissions
  • Shared settings
  • Easier onboarding
  • Clear structure
  • Easy to find people
  • Project assignment
  • Reporting hierarchies
  • Department budgets
  • Usage by department
  • Cost allocation
  • Chargeback reports
  • Department-specific tools
  • Custom integrations
  • Role templates
  • Workflow automation

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Notification Management

Configure how members are notified.

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Project Notifications

Settings: Project Settings > Notifications Options for members:
  • 🔔 All activity: Every change
  • 📬 Mentions & direct: Only when mentioned
  • 📭 Important only: Critical updates
  • 🔕 None: No notifications
Per-user override: Members can customize their own settings

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@Mentions

Tag team members in conversations: How to mention: 
@john can you review this API implementation?

@jane @bob let's discuss the design approach
Mention types:
  • @username: Notify specific user
  • @team: Notify all project members
  • @department: Notify department (Enterprise)
  • @admins: Notify all admins
Notification sent:
  • In-app notification
  • Email (based on preferences)
  • Slack/Teams DM (if connected)

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Best Practices

Right people, right roles:✅ Do:
  • Invite only necessary team members
  • Start with minimal permissions
  • Use Viewer role for stakeholders
  • Give Admin sparingly
❌ Don’t:
  • Invite everyone “just in case”
  • Give everyone Admin access
  • Forget to onboard new members
  • Leave inactive members
Onboarding checklist:
  • Send invitation
  • Add to relevant projects
  • Assign appropriate role
  • Share getting started guide
  • Introduce to team
  • Set up 1:1 check-in
Regular cleanup:Monthly review:
  • Remove inactive members
  • Update roles as needed
  • Verify guest access
  • Clean up pending invites
Quarterly audit:
  • Review all permissions
  • Update department assignments
  • Archive old guest access
  • Optimize license usage
When someone leaves:
  1. Remove access immediately
  2. Transfer critical content
  3. Document their projects
  4. Update team contacts
  5. Free up license seat
Structure for scale (Enterprise):Good structure:
Organization
├── Engineering (50 people)
│   ├── Frontend Team (15)
│   ├── Backend Team (20)
│   └── DevOps Team (15)
├── Product (20 people)
│   ├── Product Management (8)
│   └── Design (12)
└── Marketing (30 people)
    ├── Content (10)
    ├── Growth (10)
    └── Brand (10)
Benefits:
  • Clear hierarchy
  • Manageable groups
  • Easy bulk operations
  • Clear reporting
Keep team informed:When adding members:
  • Announce in project
  • Explain their role
  • Introduce to team
  • Share relevant context
When changing roles:
  • Notify the user privately
  • Explain the reason
  • Update team if relevant
  • Document the change
When removing members:
  • Handle professionally
  • Transfer work clearly
  • Notify relevant stakeholders
  • Update documentation

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Troubleshooting

Common issues:
  1. Spam/junk folder: Most common cause
  2. Email typo: Verify email address
  3. Email server blocking: Corporate filters
  4. Invitation expired: 30-day expiration
Solutions:
  • Resend invitation
  • Check spam filters
  • Try alternative email
  • Use direct invite link
  • Whitelist zerotwo.ai emails
Whitelist these domains:
Possible reasons:
  • You lack permissions (need Admin)
  • Trying to change Owner role
  • Member is in another organization
  • Account is deactivated
Solutions:
  • Ask project Admin for help
  • Transfer ownership first (if Owner)
  • Verify user account status
  • Check organization membership
Troubleshooting:
  1. Cache issue: User may see cached data
    • Solution: User should log out and back in
  2. Multiple accounts: User has another account
    • Solution: Remove all accounts
  3. Guest access separate: Guest link still active
    • Solution: Revoke guest access links
  4. Shared links: Content shared publicly
    • Solution: Revoke share links
  5. Removal pending: Takes a few minutes
    • Solution: Wait 5 minutes, refresh
Solutions:Remove inactive users:
  • Deactivate unused accounts
  • Remove completely if no longer needed
Upgrade plan:
  • Increase seat count
  • Upgrade to higher tier
Use guest access:
  • For temporary collaborators
  • For external stakeholders
  • Guests don’t count toward limit
Contact sales:
  • For custom seat counts
  • For volume discounts

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Next Steps

Roles & Permissions

Understand role capabilities

Share Content

Collaborate with team members

Organization Settings

Configure org-wide settings

Create Projects

Set up team projects
Effective team management enables smooth collaboration and productive teamwork!